Department Assistant 2

Salary Grade

Case Western Reserve University is committed to providing a transparent estimate of the salary for this position at the time of its posting. The starting wage rate is $19.32 per hour, depending on qualifications, experience, department budgets, and industry data.

Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.

Job Description

POSITION OBJECTIVE

Working under general direction, support multiple regular, visiting, or adjunct law faculty members, as well as assist the team leader with various duties that support the efficiency of the department. Must exercise extraordinary care in maintaining absolute confidentiality and trust in handling student grades, confidential memoranda, and faculty interaction. Support duties are broad and are detailed below.

ESSENTIAL FUNCTIONS

• Provide administrative support. Provide comprehensive administrative assistance to faculty, staff, and academic center directors. Tasks include preparing, editing, and distributing documents; managing confidential materials; and facilitating communication within the department. (10%)
• Provide scheduling and coordination. Manage calendars, schedule meetings, reserve rooms, and coordinate events for faculty, staff, and academic centers. Arrange audio-visual and technology resources as needed. (10%)
• Provide academic center support. Assist the director of academic centers with program logistics, communications, event planning, and reporting. Support center initiatives, conferences, workshops, and student programming. (10%)
• Facilitate correspondence and communication. Initiate and respond to communications with students, faculty, staff, and external partners via email, phone, and digital platforms. Maintain positive relationships and serve as a liaison as needed. (10%)
• Manage data. Compile, organize, and analyze data using spreadsheets and databases. Assist with reporting, recordkeeping, and maintaining accurate information for department and academic centers. (10%)
• Provide event and program logistics. Coordinate logistics for academic programs, seminars, and conferences, including registration, materials preparation, and participant communication. Support post-event follow-up and evaluation. (10%)
• Administer exams. Assist with exam preparation and administration, including proctoring, processing grades, and coordinating with the Registrar. (10%)
• Provide budget and finance support. Assist with departmental and academic center financial processes, including preparing and submitting expense reports, payment requests, and reimbursements for faculty, staff, and program activities. Ensure accuracy and compliance with university policies and procedures. (10%)

NONESSENTIAL FUNCTIONS

• Utilize technology, university systems and software (e.g., Microsoft Office, Canvas, Zoom, ERP) for daily operations. Support faculty and staff in using digital tools and platforms. (5%)
• Maintain documents and files. Maintain digital and physical files for faculty, staff, and academic centers. Ensure compliance with confidentiality and privacy standards. (5%)
• Manage resources and supplies. Monitor office supplies and equipment, submit requests as needed, and ensure resources are available for faculty, staff, and academic centers. (5%)
• Help with special projects and initiatives as assigned, including new academic programs, accreditation activities, and department-wide efforts. Perform other duties as assigned. (5%)

CONTACTS

Department: Daily contact with law school administration, faculty and staff to maintain workflow.

University: Daily contact with faculty and staff to maintain workflow.

External: Weekly contact with non-university faculty, attorneys, and visiting lecturers to exchange information. Occasional contact with vendors and foreign visitors to exchange information. Contact with government officials, e.g. foreign ambassadors, and Cabinet members to exchange information.

Students: Daily contact with students to exchange information.

SUPERVISORY RESPONSIBILITIES

No supervisory responsibility.

QUALIFICATIONS

Experience: 3 or more years of work experience required. Experience supporting multiple principles and programs and/or experience in an academic environment strongly preferred.

Education: High school education required. Associate¿s or Bachelors degree preferred.

REQUIRED SKILLS

• Ability to perform basic administrative and clerical functions, including typing, filing, data entry, organizing materials, copying, faxing, scanning documents, routing documents.
• Knowledge of Microsoft Office and Google suite.
• Professional and effective verbal and written communication skills.
• Good interpersonal skills; ability to work and communicate with various individuals within the department, school and university, and with individuals outside the university.
• Strong organization skills; ability to multi-task, prioritize and give attention to detail in order to complete tasks and meet deadlines.
• Excellent customer service skills; ability to maintain effective working relationships and address the potential and current needs of customers.
• Ability to work effectively independently and collaboratively within a team.
• Ability to work with sensitive information and maintain confidentiality.
• Ability to maintain familiarity and demonstrate knowledge of department priorities, leadership and programs.
• Ability to learn and apply new ideas, processes, policies, functions, etc. Must be highly motivated and a self-starter.
• Ability to problem-solve effectively. Must demonstrate good judgment and logical decision-making.
• Ability to conform to shifting priorities, demands and timeline. Must be flexible in order to respond to project adjustments and alterations promptly and efficiently. Must be able to adapt to varying workloads and respond appropriately to stressful situations.
• Ability to follow-through on assigned projects and provide timely follow-up as needed.
• Knowledge of university policies and procedures regarding travel and expense reimbursement required.
• Knowledge of examination administration required.
• Willingness to learn and work with artificial intelligence (AI) tools and technologies.
• Ability to demonstrate successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
• Ability to meet consistent attendance.
• Ability to interact with colleagues, supervisors, and customers face to face.

WORKING CONDITIONS

Majority of work is in an office/academic setting with constant noise and interruptions. The employee will perform repetitive motion using computer mouse and keyboard to type.

Hybrid Eligibility

This position is eligible for hybrid work arrangement up to two remote days per week at the discretion of the department. New employees may begin a hybrid schedule upon approval from the supervisor, successful completion of an orientation period and signing the remote work checklist certification form.

EEO Statement

Case Western Reserve University is an equal opportunity employer. All applicants are protected under federal and state laws and university policy from discrimination based on race, color, religion, sex, sexual orientation, gender identity or expression, national or ethnic origin, protected veteran status, disability, age and genetic information.

Reasonable Accommodations

Case Western Reserve University complies with the Americans with Disabilities Act regarding reasonable accommodations for applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the CWRU Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicants will be made on a case-by-case basis.

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